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FREQUENTLY ASKED QUESTIONs (FAQs) ON PERFORMANCE REVIEW DISCUSSION

FREQUENTLY ASKED QUESTIONs (FAQs) ON PERFORMANCE REVIEW DISCUSSION. by EBG-HR 12.4.2006. FAQs …?..?..?…. I constantly keep giving feedback to my subordinate, so why go through this formality of discussion ?.

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FREQUENTLY ASKED QUESTIONs (FAQs) ON PERFORMANCE REVIEW DISCUSSION

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  1. FREQUENTLY ASKED QUESTIONs (FAQs) ON PERFORMANCE REVIEW DISCUSSION by EBG-HR 12.4.2006

  2. FAQs …?..?..?… I constantly keep giving feedback to my subordinate, so why go through this formality of discussion ? • Purpose of this discussion is to listen to the sub-ordinate’s perspective and to provide him / her appropriate feedback. • This requires a formal setting, as relevant issues may not be discussed in day to day interactions.

  3. FAQs …?..?..?… What is the ideal time duration for this discussion ? • As such there is no ideal time duration. • The duration would vary from case to case depending on the issues involved. • Considering the number of issues to be discussed, it would be ideal to block 40 – 45 minutes for this discussion.

  4. FAQs …?..?..?… How should the immediate superior handle a difficult sub-ordinate ? • Before giving seriously adverse feedback, discuss it with your immediate superior • Recognize and acknowledge the individual’s emotions. Deal with the problem and not the person. • Focus on Expected v/s Actual performance. • Let the discussion be fact-based. • Do not allow it to develop into a heated argument.

  5. FAQs …?..?..?… What should be done in case the discussion gets heated ? • Do not continue the discussion if it gets heated. • End up such discussion & reschedule.

  6. FAQs …?..?..?… Is the location important for conducting the discussion ? • It can be conducted in any place, which allows the two of you to sit and talk without distractions.

  7. FAQs …?..?..?… Should the immediate superior discuss the MVG Rating & promotion recommendation with the sub-ordinate ? • No. The MVG rating & promotion recommendations should not be discussed because …. • MVG Ratings & promotions are not decided at this stage of discussion. They are decided collectively by the senior panel members based on the employee’s relative performance w.r.t. a larger group and promotions based on potential, and existing opportunities for growth. • Instead, the inputs from the discussion may be used in arriving at a balanced view of the individual’s performance. And also IS can better forecast subordinates’ rating on the scale of 1-8.

  8. FAQs …?..?..?… Should the immediate superior give feedback on poor performance? • Yes, feedback on poor performance should be given. • But, also ensure that the feedback is meaningful so that it helps the sub-ordinate to improve on his / her performance. • Counsel him / her well & offer whatever support is possible.

  9. FAQs …?..?..?… Should performance & developmental plan for the next year be set during the discussion? • Yes, please do so. One should discuss the targets as well as developmental inputs desired for the next year. Try & Stretch subordinate’s ability to take up higher targets which will help him grow & rated better on achievement. • It can be reviewed in case of any changes later on.

  10. FAQs …?..?..?… To what extent should one commit in the performance review discussion? • Basic Rule: Avoid Over-commitment. • Commit for whatever is directly under your control. • Facilitate to address the issue with the concerned departments.

  11. FAQs …?..?..?… As an appraisee, what’s my role? • Please go for discussion with all the data related to your performance • Be open to receive feedback from your senior • Share the factors limiting your performance. • Set higher targets for yourself. • Express the support required to help you perform better.

  12. Certain Do’s • Prepare for the discussion • Consider performance for the entire review period. • Have a clear understanding of the expected performance. • Compare actual performance with expected performance • Highlight & appreciate the good work done. • Allocate a separate room, time & date for the discussion. • Be objective. • Actively listen to the Appraisee. • Prepare notes while discussion. It helps to capture information at the right time • Seek for feedback on how performance can be enhanced • Prepare action plan

  13. Certain Don’ts • Just say that “You are doing right / wrong” (Justify) • Lose focus of the meeting • Allow disturbances during discussion • Hold back information • Be too lenient or too strict. Also, don’t be rigid. • Go with predetermined frame of mind for discussion • Hesitate to seek feedback • Discuss impromptu • Do the discussion with an attitude of: “I’m Okay, you are not okay” / “I’m not Okay, you are okay” • Treat the discussion as a fault-finding exercise • Get swayed by recent incidences

  14. Thanks

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